Secretary

Job Description:

Secretary

Description

ABOUT THE POSITION

Under general supervision, provide administrative and office support; assists superiors by assuming a variety of administrative detail and non-routine work; and provides considerable information and assistance to the public and other employees. This position is assigned to various departments in the City.

An Eligible List of qualified applicants will be established from this recruitment. The current vacancy is for a full-time position in the Field Operations Division of the Police Department; however, the Eligible List may be utilized to fill other vacancies as needed. Generally, a valid Eligible List is in effect for up to one year, unless the list expires sooner.

EXAMPLES OF ESSENTIAL FUNCTIONS

The following examples are intended to describe the general nature and level of work performed by persons assigned to this classification. Depending on assignment, duties may include, but are not limited to the following:

Exercise independent judgment involving the interpretation of instructions and knowledge used in carrying out secretarial duties.

Perform a wide variety of clerical work including typing, proofreading, filing, checking and recording information on records.

Answer the telephone and wait on the general public, giving information and assistance as required.

Type letters, memorandums, proceedings of meetings or other materials from oral direction, rough draft, copy, notes or transcription machine recordings or stenographic notes; proofread and/or correct typed material for completeness, spelling, grammatical or punctuation accuracy.

Independently compose correspondence and routine reports; gather, tabulate and interpret financial information related to the work assignment.

May regularly take and transcribe minutes of official and non?official proceedings.

Receive, read and route mail; sort and file documents and records according to predetermined classifications, maintaining alphabetical, index and cross?reference files; check invoices and prepare requisitions and perform arithmetical calculations.

Operate a variety of office equipment such as photocopiers, word/data processors, adding machines, calculators, cash registers, shredders and field dispatch equipment.

May receive and account for receipts for City services.

Research City records; respond to requests for information (internal and external), prioritize research requests to meet imposed deadlines, standardize classification and indexing of records on imaging system for efficient query response and correct classification.

Assist with preparation and coordination of the publication, posting and distribution of legal notices for public meetings and hearings; ensures that legal requirements are met for publication and posting of agendas and minutes; agenda preparation and distribution.

Receive and process claims against the City, subpoenas, and summons; facilitates accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions and ordinances.

Prepare statistical reports; prepare purchase orders; order and maintain office supplies.

Perform other related duties as assigned.

QUALIFICATIONS

Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination is as follows:

Education: High School graduate or equivalent.

Experience: Two (2) years of increasingly responsible clerical experience involving a wide variety of complex clerical duties. Experience working in a municipal law enforcement agency is highly desirable.

Knowledge of: Organization, procedures and operating details of the department or function to which assigned; English usage, arithmetic, spelling, grammar and punctuation; office methods and equipment; city records organization; records classification and indexing systems; automated records management and records systems; document retention schedules; certified destruction procedures.

Ability to: Understand and carry out written and verbal instructions; independently prepare correspondences and memoranda; operate standard office equipment, including a personal computer using Windows based software; ability to learn and understand pertinent procedures and functions quickly as related to division and/or department operations; furnish accurate information to others; perform under minimal supervision using appropriate judgment; work effectively under pressure in a busy office environment with frequent interruptions; accept responsibility and accountability for the performance of duties; research, compile, and prepare a variety of reports; work independently in the absence of supervision; maintain confidential records and reports; maintain confidential records and reports; maintain effective and cooperative working relationships with those encountered in the performance of duties, including the general public and communicate clearly and effectively, both verbally and in writing.
Bilingual in Spanish or is Asian languages is desirable.

Keyboarding/typing at an acceptable speed to effectively perform the essential duties of the position is required. An applicant must attach to their online application verification of the ability to type at an acceptable speed at the time of application. The required typing speed is 30 net words per minute. Typing certifications can be obtained from local colleges or employment agencies for a fee. Click here for more information.

**An applicant must attacha current and verifiable typing certification (dated within the past twenty-four (24) months. The required documentation must be uploaded and submitted with the on-line employment application. Applications received without the required documentation will be considered incomplete and removed from consideration.
For consideration, applicants must attach a copy of the required documentation to their application. Failure to provide this required documentation may result in disqualification from further consideration.

ADDITIONAL INFORMATION

License: Position requires access to reliable and efficient method of transportation to travel as may be required by duties.

California Department of Motor Vehicle (DMV) Pull Notice System: An incumbent appointed to this position is subject to enrollment in the California DMV Pull Notice Program. The Pull Notice program provides information on the incumbent's driving record and Driver's License status on a periodic basis to the City of Downey. An employee assigned a City vehicle must acknowledge receipt and understanding of City Administrative Regulations covering the use of City vehicles.

Physical Tasks and Environmental Conditions: The duties and responsibilities of this position are performed in an office environment and involve sitting, standing, and walking for prolonged or intermittent periods of time, and include reaching, bending, and twisting at the waist to perform desk work and operate general office equipment including a personal computer with keyboard for prolonged or intermittent periods of time. The operation of a personal computer requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch and glare from the computer.

Incumbent must be able to safely lift and carry books, files and reports weighing up to 25 pounds. Must be able to lift files and reports from counter tops or file drawers and withstand exposure to vibration, pitch and glare from a computer.

Selection/Testing Process: All applications and supplemental information will be reviewed and evaluated on the basis of information submitted at the time of filing to determine the level and scope of the candidate's preparation for the position. All information supplied by applicants is subject to verification. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" or attaching a resume is not an acceptable substitute for a completed application.
The acceptance of an employment application depends upon whether or not an applicant has provided adequate information that demonstrates meeting the qualifications for the position as stated above. Please complete the employment application and supplemental questionnaire thoroughly and completely.

Those applicants who most closely match the qualifications will be invited to participate in the testing/selection process which will consist of an appraisal exam (weighted 100%) before a panel of subject matter experts. The appraisal exam may consist of performance testing and/or an oral interview to assess the applicant's knowledge, education, experience, and general ability to perform the essential functions of the position.

Candidate(s) who complete testing with acceptable results will be considered by the Department hiring authority. Prior to a conditional offer of employment, a candidate will undergo a comprehensive background check that includes employment reference checks, criminal history check fingerprinting with the California Department of Justice, a credit review, and a polygraph. A pre-placement medical exam, including a drug screen will be conducted upon issuance of a conditional offer of employment.

Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office by calling (562) 904-7292 at least 72 hours in advance.

To view the benefit summary for this positionplease click HERE.

The City of Downey is proudly committed to continuously improving the quality of life for the Downey community by providing excellent service in a professional, ethical, and responsible manner.Our values includeIntegrity, Commitment, Respect, Teamwork, Engagement, Passion, and Excellence.

Closing Date/Time: 12/19/2025 5:30 PM Pacific

Salary:

$3,864.26 - $4,787.10 Monthly